Medicopia STATEMENT OF WORK.docx
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- Software License and Support
- Solicitation number
- 36C24925AP1481
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This Statement of Work (SOW) details the procurement of Medicopia Software and associated accessories for the Tennessee Valley Healthcare System (TVHS), which includes multiple VA facilities in Tennessee and Kentucky. The primary requirement is for a patient lab ordering and labeling system that supports Positive Patient Identification (PII) for laboratory specimen collection, capable of receiving and displaying VISTA/CPRS lab orders and printing specimen labels with bar-coded stickers. The contract is for a base year with four optional extension years, covering software, training, equipment, and 24/7 phone support across multiple VA clinics and facilities.
The SOW specifies a 120-calendar day performance period from the contract award date, with on-site hands-on training to be coordinated between the vendor and VAMC. The software must integrate with existing Veterans Health Information Systems and Technology Architecture (VISTA) and Computerized Patient Record System (CPRS), tracking accurate data about specimen collection, including date/time and collector information. The procurement is part of a pre-solicitation (Solicitation Number: 36C24925AP1481) issued by the VA Network Contracting Office 9, seeking vendors capable of providing the specified software licensing and support services.
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STATEMENT OF WORK
| A. | GENERAL INFORMATION |
| 1. | Title of Project: Medicopia Software and associated accessories with annual Software and Interface support |
| 2. | Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Tennessee Valley Healthcare System (TVHS) 1310 24th Avenue South Nashville, TN 37212 requires the procurement of Medicopia Software provided by Lattice/Data Capture Solution (DCS), associated equipment, in class training, go-live training, annual software and interface support, and 24 hours 7 days a week phone support. The vendor will include the configuration assistance application software on the facility’s equipment. The vendor will provide database files and account requirements as part of the configuration process. In addition, the vendor will provide an application installation package that will include the facility-specific configuration settings. The level of required assistance is based on the individual facilities staff availability and expertise. VPN access is not needed for vendor. |
| 3. | Background: The patient lab ordering and labeling system is required by the Veteran Health Administration (VHA) for Positive Patient Identification (PII) for collection of patient laboratory specimen. The system is required at all locations, and TVHS is requesting this requirement at TVHS Nashville, Alvin C. York Murfreesboro, and all Community Base Outpatient Clinics (CBOCs). The Medicopia Software System can receive and display Veterans Health Information Systems and Technology Architecture (VISTA)/Computerized Patient Record System (CPRS) lab orders and provides a method to print specimen labels in the presence of the patient with bar-coded stickers. Medicopia tracks accurate data regarding collection date/time, collector, and specimens. This technology allows users to create and print lab orders and specimen labels for the purpose of patient identification, security, and patient care. This technology is integrated with VISTA and CPRS. |
| Tennessee Valley Health Care System | Alvin C. York | ||
| 1310 24th Avenue South | 3400 Lebanon Pike | ||
| Nashville, TN 37212 | Mufreesboro, TN 37129 |
| Clarksville VA | Albion VA Clinic | |
| 782 Weatherly Drive | 1818 Albion Street, Suite 114 | |
| Clarksville, TN 37043 | Nashville, TN 37208-2918 |
| Athens VA Clinc | Bowling Green VA Clinic | |
| 1320 Decatur Pike | 600 US 31 West Bypass, Fairview Plaza, Suite 12 | |
| Athens, TN 37303-2418 | Bowling Green, KY 42101-4905 |
| Charlotte Avenue VA Clinic | Chattanooga VA Clinic | |
| 1919 Charlotte Avenue, Suite 100 | 6401 Shallowford Road | |
| Nashville, TN 37203-2219 | Chattanooga, TN 37421-5406 |
| Cookville VA Clinic | Columbia VA Clinic | |||
| 851 South Willow Avenue, Suite 108 | 800 South James Campbell Boulevard | |||
| Cookeville, TN 38501-4223 | Shady Brook Mall, Suite 100 | |||
| Columbia, TN 38401-4338 |
| Dalton VA Clinic | Dover VA Clinic | |
| 2292 Dalton Drive, Suite F | 1406 Donelson Parkway | |
| Clarksville, TN 37043-8961 | Dover, TN 37058-3730 |
| Ft.Campbell VA Clinic | Gallatin VA Clinic | ||
| 650 Joel Drive | 419 Steam Plant Road | ||
| Blanchfield Army Community Hospital | Gallatin, TN 37066-3027 |
Fort Campbell, KY 42223-5318
| Glenis Drive VA Clinic | Hopkinsville VA Clinic | |
| 250 Glenis Drive, Liberty Square | 4000 Fort Campbell Boulevard, Suite G4 | |
| Murfreesboro, TN 37129-5102 | Hopkinsville, KY 42240-3579 |
| International Plaza VA Clinic | McMinnville VA Clinic | |
| 2 International Plaza Drive, Suite 300 | 1410 Sparta Street, Three Star Mall, Suite 6 | |
| Nashville, TN 37217-5150 | McMinnville, TN 37110-1313 |
| Pointe Centre VA Clinic | Roane County VA Clinic | |
| 1208 Pointe Centre, Suite 100 | 2305 North Gateway Avenue, Suite 2 | |
| Chattanooga, TN 37421-3989 | Harriman, TN 37748-8709 |
| Taylor VA Clinic | Tullahoma VA Clinic | ||
| 5580 Desert Storm Avenue | 225 Von Karman Road | ||
| Fort Campbell, KY 42223-5586 | Arnold Air Force Base, TN 37389 |
4. Performance Period: The contractor shall complete the work required under this SOW in 120 calendar days or less from the date of award unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail. All federal holidays will be observed New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Junteenth Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. TVHS is requesting base plus four option year contract, with the base year procurement of software, training, and all accessories stated in the
B. CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kick-off meeting is waived.
| C. | GENERAL REQUIREMENTS |
| 1. | Hands-on training will be provided on-site by the vendor. Training schedule will be developed by COR and vendor.. |
| 2. | The VAMC will provide a list of individuals to be trained and be responsible for the individual’s attendance for their assigned training sessions. The BCMA-C, in conjunction with the Vendor, will develop training schedules for the actual on-site training. |
| 3. | Identify areas for vendor training and usage. |
| 4. | Ensure that there is sufficient room for any required solution equipment. |
| 5. | As part of the scheduled project status calls, DCS will coordinate the various tasks with the appropriate project teams. A point of contact and issue escalation contact will be required for each team. |
D. RECORDS MANAGEMENT OBLIGATIONS
A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.
B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.
The term Federal record:
| 1. | Includes Veterans Health Administration (VHA)/ VA Tennessee Valley Healthcare System (VA TVHS) records. |
| 2. | does not include personal materials. |
| 3. | applies to records created, received, or maintained by Contractors pursuant to their VHA contract. |
| 4. | may include deliverables and documentation associated with deliverables. |
C. Requirements
| 1. | Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. |
| 2. | In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. |
| 3. | In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. |
| 4. | VA TVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA TVHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA TVHS. The agency must report promptly to NARA in accordance with 36 CFR 1230. |
| 5. | The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract vehicle. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). |
| 6. | The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA/ VA TVHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. |
| 7. | The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy. |
| 8. | The Contractor shall not create or maintain any records containing any non-public VHA information that are not specifically tied to or authorized by the contract. |
| 9. | The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. |
| 10. | The VHA/ VA TVHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. |
| 11. | Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. |
[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors
| 1. | The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same. |
| 2. | Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor |
D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW.
Task One: The contractor shall provide a detailed work plan and briefing for the VA project team, which presents the contractor's plan for completing the contract. The contractor's plan shall be responsive to this SOW and describe, in further detail, the approach to be used for each aspect of the contract as defined in the technical proposal.
Deliverable One: A detailed work plan.
| E. | SCHEDULE FOR DELIVERABLES |
| 1. | The contractor shall complete the Delivery Date column in Attachment A for each location specified. |
| 2. | Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. |
| 3. | If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. If deliverables cannot be delivered within the scheduled time frame, compensation may be taken from the contractor. |
| 4. | If for any reason any cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. If deliverables cannot be delivered within the scheduled time frame, compensation may be taken from the contractor. |
G. CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
H. REPORTING REQUIREMENTS
| 1. | The contractor shall provide the COR with monthly written progress reports in a PDF file. These are due to the COR by the second workday following the end of each calendar month, throughout the project's duration. The COR is required to provide monthly progress reports to the Contracting Officer by the fifth workday of the new calendar month. |
| 2. | The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. |
I. CONTRACTOR EXPERIENCE REQUIREMENTS
| • | The contractor must inform the COR when personnel are removed from the contract for any reason. |
| • | If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the COR and CO. |
L. CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
| 1. | The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. |
| 2. | The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response. |
| 3. | Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. |
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